Register a USU Sponsored Youth Program 

Develop Risk Management Plan

All covered programs must submit a risk management plan to USU Risk Management through Service Now. Risk management plans must have approval from USU Risk Management before the Sponsoring Department may advertise or enroll participants in the covered program.

Elements of the Risk Management Plan

• COVID-19 Public Gathering Request - risk mitigation plan (i.e., face coverings, social distancing, hygiene and sanitation, signage, food service and/or meals, attendance tracking, staff/volunteer protection, symptom monitoring, contingency plans)
• Program information - program name; date(s); location; participant age range; estimated attendance; program purpose, goals, and objectives; registration and payment information; agenda; logistics; and overnight accommodations
• Communication plan
• Medical emergency plan
• Supervision plan
• Transportation plan

Background Checks for Employees and Volunteers

Authorized Adults are required to have a background check. The background check can be done through any vendor of your choice but must meet standards approved by the University, which shall include utilizing both a national criminal history database and sex offender registry database.

Training for Employees and Volunteers

Signed Code of Conduct by Authorized Adults

A written document (policy) that defines which behaviors by the following groups of people are prohibited. This code should be signed by the individual and know that any violation can result in discipline up to and including termination.

• All employees
• Contractors
• Volunteers
• Anyone who comes in contract with children

Submit Information from Steps 1-4 for Approval

1. Program Information
   1. Program name
   2. Program administrator name and information
   3. Start/end date
   4. Participant age range
   5. Estimated attendance
   6. Program description (i.e.,purpose, goals, objectives, registration/payment method, agenda)
2. Risk management plan  
   
   1. COVID-19 Public Gathering Request - risk mitigation plan (i.e., face coverings, social distancing, hygiene and sanitation, signage, food service and/or meals, attendance tracking, staff/volunteer protection, symptom monitoring, contingency plans)
   2. Communication plan
   3. Medical emergency plan
   4. Supervision plan
   5. Transportation plan
3. List of program adminstrators, staff, and/or volunteers to become authorized adults
   
   1. Background check 
   2. Minors training
   3. Sexual harassment prevention training
   4. Driver's training

Schedule Youth Programs/Events through Event Reservations

Each Utah State University academic and administrative unit sponsoring a program in which minors participate, whether located on or off campus, is required to schedule such program through EMS online scheduling no later than ninety (90) days prior to the commencement date of the program.

If you are not directly working for the University, then call the Event Reservations Office to book your youth program at 435-797-0423.

When scheduling your program, you will be asked to complete the following information: 

• Program name
• Program dates
• Sponsoring department
• Program administrator name (e.g., Camp Director, Conference Chair)
• Program administrator contact information
• Program registration and approval by Risk Management

Receive Department and University Approval

The program administrator may move forward with advertising and registration for the youth program once approval has been given.

Upload all Participant Waivers to Youth Program Registration

Collect and maintain file of signed liability waivers for all youth participants in Service Now.

Report all Incident/Injury Reports to Service Now

Log all incident-injury and property loss reports associated with the youth program in Service Now. 

Close Youth Program